How to generate “portfolio” reports in Projectplace


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How to generate “portfolio” reports in Projectplace

Video Transcript

Speakers in this video: Jimmy (GetApp) and Jason (Projectplace)

Jason: There’re two pieces to reporting that I like to talk about. The first is and this is probably one of the most common. It’s how can I easily see the status of all the projects that I have access to in my portfolio.

We think about the world in terms of portfolios and we group these portfolios. As you can see here, I’ve got a number of them. I’ve got the Jason White portfolio here. I got the ACME project portfolio.

Basically, what we’re doing is we’re giving you a sense of red, yellow, green; how we’re doing on each of the projects and their status. I can drill into this particular portfolio, the ACME portfolio.

One of the things that our customers really enjoy is seeing who submitted a status report and when. We keep a running audit trail of all the status reports so that you can always go back and look at what the report was the previous day, previous week, previous month. But, what you see here is here’s all my project.

I can sort these and say, “Hey, when were these projects last updated?” in fact this new acquisition project hadn’t status submitted and I probably need to drill into it. As you can imagine, I can click on it and what’s going to happen? The right-hand menu is going to pop-out and I can go see things like who’s the project manager, what’s the status, what’s the current step, do we have anything that’s late.

Just like that, we can start to drill in. But let’s take a look at one where we’ve got a lot of information here. A couple things about status reporting here, we can do a number of things, including: seek key information or properties about the particular project that we’re focused on; we can also do things like invite people to or ask people to submit an updated status report; you can drill into those; you can see comments that have been posted; or on schedule for go-live.

We think about the world in terms of time, cost, quality. You can add additional capabilities in terms of the metrics you’re capturing. If you look at this across the channel here, we’re looking at those same metrics; time, cost, quality, budget, cost a day, expected full cost. By kind of scrolling over, you can see what’s the first step in the project, what’s the current step, what’s the last step.

We’re trying to give users a quick idea of status and priority associated with all of the projects that they have and of course, being able to do simple things like; roll up the cost associated with delivering all these projects so that we get one clear view of what’s the cost going to be to deliver all the work that we have in this particular portfolio.

The other thing that I think that users more enjoy is at the portfolio level, I can go create a new one. So you can create portfolios on the fly. You can go in and monitor portfolios. You can add alerts to each portfolio. You can view a portfolio status report so it will give you a very basic PDF like view of all of the projects that are going on the portfolio.

You can go in and add stakeholders. So add people who can come in and view this portfolio. You can add projects to the portfolio that just make sense for the work that you want to see in your particular portfolio view.

So very dynamic, very simple way of collecting information, reporting on that information and keeping people aware of what’s going on across the portfolio.